Job Description
Position Summary:
We are seeking a detail-oriented and compassionate Administrative Assistant to support our mental health team by managing appointment scheduling and providing administrative support. The ideal candidate will serve as the first point of contact for clients, ensuring a professional and welcoming experience while coordinating clinicians' schedules and maintaining the smooth operation of the office.
Schedule, confirm, and manage client appointments for one or more mental health professionals.
Handle incoming phone calls, emails, and messages with professionalism and confidentiality.
Coordinate appointment reminders and follow-ups through phone, email, or text systems.
Maintain and update clinician calendars, resolving scheduling conflicts as needed.
Verify client information, insurance details, and intake forms before appointments.
Maintain accurate client records in practice management systems
Provide basic information about services, availability, and office policies to clients.
Ensure compliance with HIPAA and other confidentiality standards in all client interactions.
Liaise with clinicians to ensure awareness of scheduling needs and client issues.
Perform general administrative tasks, such as data entry, filing, faxing, and document preparation.
High school diploma or equivalent (Associate’s or Bachelor’s degree preferred).
Previous administrative or front office experience, ideally in a mental health or healthcare setting.
Excellent verbal and written communication skills.
Strong organizational and time-management abilities.
Proficient in using scheduling software and Microsoft Office Suite.
Understanding of HIPAA regulations and sensitivity to client confidentiality.
Ability to handle stressful situations calmly and professionally.
Compassionate, patient, and respectful demeanor when interacting with clients.
Experience with electronic health records (EHR) or practice management software.
Familiarity with insurance verification processes.
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